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Administrative Coordinator

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Sierra Club Foundation

Administrative Coordinator

Summer 2021

At the time of posting, this full-time position is required to be in the office two days per week, in accordance with city and state COVID-19 safety regulations. Once the office is fully reopened, this position will be required to be in the office three days per week, with the option to work five days a week in office if desired.


About the Sierra Club Foundation:

The Sierra Club Foundation promotes efforts to educate and empower people to protect and improve the natural and human environment. The Foundation’s work is guided by these goals:


●       Solve the climate crisis and quickly transition to a resource-efficient, clean energy economy that better serves people and nature;

●       Secure protections for public lands and waters, promote healthy ecosystems and communities, and fight for clean air and water;

●       Expand opportunities for more people to explore, enjoy, and protect the planet by supporting programs and policies that reach across economic, cultural, and community lines to get people outdoors; and

●       Build a diverse, inclusive environmental movement that reflects and represents today’s American public and prioritizes important connections between environmental health and social justice.


As the fiscal sponsor of the charitable programs of Sierra Club, the Foundation provides resources to it and other nonprofit organizations to support scientific, educational, literary, organizing, advocacy, and legal programs that further its goals. For more information on the Sierra Club Foundation, please visit www.sierraclubfoundation.org.


Position Title: Administrative Coordinator, Sierra Club Foundation

Reports To: Director of Administration and Board Relations


Position Summary:

As a member of the Sierra Club Foundation team, the Administrative Coordinator works with all staff across departments at the Foundation and with staff at the Sierra Club, most notably with members of the Advancement Department. The Administrative Coordinator is the first point of contact for all public and donor inquiries by phone, email, and mail, and ensures the office is functioning seamlessly. In addition to this, the Administrative Coordinator supports the finance and gift processing team, the grant administration team, and the Foundation’s Board of Directors and Executive Director as needed. A successful candidate for this position must have a desire to help others and maintain strong organizational skills to ensure the team is operating to its highest ability.


Scope/Position Responsibilities:

1.      Donor Relations and Gift Processing Support (40%)

●       Serve as contact for all office communications: answer the main phone line, respond to inquiries in the general email box, collect and sort mail, and greet and assist guests and colleagues

●       Manage the gift acknowledgement process: use internal systems to create and send acknowledgement letters, retraction letters, assist donors who need replacement letters, and support the Finance team as needed

●       Oversee production of the annual endowment report mailings in conjunction with the Chief Financial Officer

●       Be trained in and support the work of the Finance Coordinator when needed, especially when she/he is out for vacation


2. Executive Support and Communications (20%)

●       Provide support during quarterly Board Meetings: help with document preparation, drafting meeting minutes, event planning as needed, and provide hands on support throughout local meetings as needed

●       Support additional tasks related to the Board of Directors and Executive Director as needed

●       Lead, draft, and manage the publication of a quarterly newsletter for the Board and Board Alumni

●       Lead, draft, and manage regular blog postings to the Foundation’s website

●       Maintain the Foundation’s website content and (minimal) social media presence, and ensure external charity rating websites (Charity Navigator, GuideStar, etc.) have up-to-date information

●       Support the creation of, and track, the growing number of external publications and posts by Foundation staff


3. Office Support (20%)

●       Provide general office administrative support including: track and order office supplies, stationery, and mailing supplies, update and create documents and presentations for staff as needed, manage all office machines (including supplies, maintenance, and contracts)

●       Support additional tasks related to office management as needed


4.  Grant and Program Support (20%)

●       Support grant administration tasks such as: compile due diligence documentation for external grants, remind grantees on set schedules when grant reports are due, set up new grants in database as requested, manage the receipt and filing of grant condition letters from the Sierra Club and other grant documents, prepare quarterly Donor Advised Fund statements and letters to fund advisors, create quarterly supplemental board meeting materials

●       Process annual EarthShare workplace giving applications


Knowledge, Skills and Qualifications:

●       Strong organizational and time management skills, including excellent attention to detail

●       Strong problem-solving skills, ability to multi-task and to take initiative, and anticipate needs in a fast-paced work environment required

●       Prior office administration experience in a fast-paced work environment desired

●       Able to adapt to a variety of different requests and understand how to best meet the needs of all inquiries

●       Interest and desire to provide excellent customer support to volunteers, Sierra Club members, staff, donors, and the general public is essential

●       Proficiency with Google Suite including Gmail, Google Docs, Google Calendaring, as well as Microsoft Office suite on PC platform, including Excel, Word, and PowerPoint, intermediate-to-advanced Excel skills (ability to create and manipulate complex data tables and charts) required, Zoom proficiency ideal but not required

●       Experience with Salesforce or another constituent relationship management program is required

●       Excellent interpersonal, written, and verbal communication skills required

●       Ability to work both independently and as part of a team

●       A willingness to engage in equity, justice and inclusion learnings in order to help the Sierra Club Foundation continue its journey to be an equitable workplace and as part of a larger progressive community.

●       This position is full time and based in our Oakland office, however, during city or state mandated shelter-in-place orders while our offices are closed, this position will be required to work from home. At the time of this job posting, this position is required to go into the office two days per week and work from home three days per week.


Seasonal Activities:

This position may require occasional overtime work around quarterly board meetings and between October and February when there is a high volume of donations received. Although these events are not frequent, overtime of 5 to 10 hours in a week may occur during such times. This position requires the Administrative Coordinator to be working full time through the year-end high-volume period with the exception of office closure dates of November 25-26 and December 23-24, 2021.


Compensation + Benefits:

The starting salary for this position is $56,500; the salary range is $56,500 to $78,000.

Sierra Club Foundation offers excellent benefits that include medical, dental, and vision coverage, paid vacation time, and employer contributions to a retirement savings 403(b) plan. The Sierra Club Foundation is a 501(c)(3) public charity and is eligible for federal loan forgiveness programs.


To Apply:

This hiring process is aimed at opening this opportunity to more candidates, reviewing applicants on performance assessments and mitigating bias in the decision-making process.


This position does not have an undergraduate education requirement. If you choose to include your education history, please remove any undergraduate and graduate school names from your resume. You may leave your degree (e.g., “B.A. Philosophy”).


Lastly, we are intentionally not asking for a cover letter, so please do not send one in with your application.


Sierra Club Foundation is an equal opportunity employer that values workplace inclusiveness and diversity in our workforce. Achieving our mission to “promote efforts to educate and empower people to protect and improve the natural and human environment” requires our staff have a breadth of background and experience. All applicants are encouraged to apply without regard for race, sexual orientation, gender identity, physical ability, religious belief, veteran status, or any other factor.


To apply online, please click here!



Sierra Club Foundation

Administrative Coordinator

Summer 2021

At the time of posting, this full-time position is required to be in the office two days per week, in accordance with city and state COVID-19 safety regulations. Once the office…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Start Date
    October 11, 2021
  • Application Deadline
    September 30, 2021

Salary

USD 56,500 - USD 78,000This position will be started at $56,500.

Benefits

Sierra Club Foundation offers excellent benefits that include medical, dental, and vision coverage, paid vacation time, and employer contributions to a retirement savings 403(b) plan. The Sierra Club Foundation is a 501(c)(3) public charity and is eligible for federal loan forgiveness programs. 

Sierra Club Foundation offers excellent benefits that include medical, dental, and vision coverage, paid vacation time, and employer contributions to a retirement savings 403(b…

Location

Temporarily Remote
Work must be performed in or near Oakland, CA
Associated Location
Oakland, CA, USA

How to Apply

To Apply:

This hiring process is aimed at opening this opportunity to more candidates, reviewing applicants on performance assessments and mitigating bias in the decision-making process.


This position does not have an undergraduate education requirement. If you choose to include your education history, please remove any undergraduate and graduate school names from your resume. You may leave your degree (e.g., “B.A. Philosophy”).


Lastly, we are intentionally not asking for a cover letter, so please do not send one in with your application.


Sierra Club Foundation is an equal opportunity employer that values workplace inclusiveness and diversity in our workforce. Achieving our mission to “promote efforts to educate and empower people to protect and improve the natural and human environment” requires our staff have a breadth of background and experience. All applicants are encouraged to apply without regard for race, sexual orientation, gender identity, physical ability, religious belief, veteran status, or any other factor.


To apply online, please click here!

To Apply:

This hiring process is aimed at opening this opportunity to more candidates, reviewing applicants on performance assessments and mitigating bias in the…

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